The Administration Controller operates within the Walvis Bay Terminal, supporting the administrative functions of a dynamic and

safety-critical petrochemical environment. The role requires high attention to detail, strong organizational skills, and a commitment to compliance with company policies and industry regulations. The terminal operates under strict HSE standards due to the nature of petroleum products and the potential risks associated with handling, storage, and transport. The administrative function plays a key role in ensuring operational continuity, accurate reporting, and audit readiness.

The position supports both internal stakeholders (Terminal Manager, Supply Coordinator, Shift Supervisor) and external

partners (Transnamib, OOC’s, transporters), requiring effective communication and coordination. 

The role contributes to TotalEnergies’ sustainability goals by supporting initiatives aligned with the 5 Levers for Sustainability including accurate tracking of fuel movements, promoting efficient resource use, and maintaining transparent documentation

• Ensure accurate and timely processing of administrative documentation related to RTCs, Road Bridging, COC trucks, and stock movements.
• Maintain up-to-date and well-organized depot records to support operational efficiency and audit readiness.
• Support depot stock reconciliation and reporting processes by providing reliable data and assisting with system updates.
• Contribute to the depot’s compliance with HSEQ standards by maintaining documentation and assisting with inspections and audits.
• Assist in tracking and reporting sustainability-related data in line with TotalEnergies’ 5 Levers for Sustainable Change.
• Provide administrative support to the Supply Coordinator and Operations Supervisor to ensure smooth depot operations.
• Ensure customer queries related to documentation are handled professionally and escalated when necessary.
• Maintain accurate records for Track and Trace, ULP balances, and monthly inspections to support operational transparency.
• Ensure timely creation and processing of stock purchase orders and office supply requisitions.
• Contribute to a safe and efficient working environment by adhering to company policies and supporting continuous improvement initiatives

KEY RESULTS 

Perform general administrative duties to support the efficient operation of the Walvis Bay Terminal and Lubricants Storage Warehouse. 

 Ensure timely and accurate processing of customer-related documentation to improve service delivery.  

 Assist in resolving customer queries efficiently, contributing to positive customer experiences. 

 Update RTC spreadsheets weekly and ensure all data is current and aligned with operational activities.  

 Process RTC and Road Bridging documentation, ensuring compliance with internal procedures and transport requirements.  

 Handle COC truck processing, including verification of documentation and coordination with relevant stakeholders.  

 Assist with depot administrative audits by preparing documentation, organizing files, and supporting audit teams.  

 Monitor ULP stock balances with OOC’s and assist in reconciling discrepancies.  

 Review and update Track and Trace records monthly, ensuring all data is current. 

 Conduct monthly inspections of administrative records and depot documentation to ensure compliance and readiness.  

 Place orders for office supplies and maintain inventory of stationery and consumables.  

 Support the Supply Coordinator with supply-related duties, including documentation and coordination with suppliers.  

 Create stock purchase orders (POs) for depots as required, ensuring accuracy and timely processing.  

 File and manage delivery notes, stock movement records, and other depot documentation.  

 Respond to basic customer queries and escalate complex issues to senior staff.  

 Provide relief support to the Shift Supervisor for administrative tasks when requested. 

HSEQ

Assist in preparing reports for audits and inspections. 

Compliance with all HSE Policies, rules, guidelines and legal requirements within area of responsibility.  

That HSE competency requirements are enforced within area of responsibility. 

Promote a safe working environment by adhering to HSEQ procedures and assisting in tracking training records 

Support the Shift Supervisor with administrative One Maestro tasks related to compliance and audit follow-ups. 

Carry out weekly/monthly inspections on critical equipment as being assigned to. 

• Zero Tier 1 & Tier 2 
• Zero fatalities and implementation of Major HSE programs  
• Emergency Response at Depots
• Zero TRIER Reporting index (RI) 3
• No P1 & P2 finding in Group One Maestro Audit.
• Close P2 & P3 Group One Maestro audit findings within 6 months.
• Management of Risk at Depot level.
• Participate in depot sustainability awareness activities and contribute ideas for improving administrative efficiency.